Outcome Based Budgeting for Beginners
Kathy Makens @kmakens kmakens@dconc.gov Resources and Finance Officer for Durham County Library Oversee budget of $11 million plus Supervise Library IT, Technical Services, Finance, and Archives divisions Service population around 288,000
How Did Your Budget Fare This Fiscal Year? Increased Decreased Stayed Flat or Close to Flat
What We Will Cover Common Mistakes What Works Using Data to Make Your Case
Common Problems Not tailoring the request to the audience Justifying our requests with appeals to emotion without meaningful data Funders making decisions based on their preconceptions of libraries
Rebranding the library in context of What Works your political environment Showing how the work of the library supports your funders’ goals Show the return on investment (ROI) of the library Decide on what measurables your stakeholders want as a team
Outcome or Performance Based Budgeting Translates the work of the library into a form that someone without any knowledge of libraries can understand Sets a framework for how the library and stakeholders will measure success
Our Stakeholders Teamwork Don’t Know Much of What We Do Consistent Terminology Don’t Understand our Terminology Reach Consensus for What Matters Find Our Statistics Overwhelming Cherry Pick the Statistics that Support the Consensus
Durham County Library Measuring for Results Everything I Thought was Wrong Programs Everything They Thought was • A program is a group of expenditures Wrong that achieve a common outcome We Came Up with Our Own Right Activities • What actions your organization takes to carry out these programs Measures • Consist of outputs, efficiencies, qualitative data and outcome measures.
That was Clear as Mud Program Definition Worksheet Program Definition Worksheet Date: Date: June 4,2015 " For whom " " For whom " Program (only if client or Program (only if client or Questions, Issues What 's included (list main " Why " or purpose of Size (approximate staff Questions, Issues customer is What 's included (list main " Why " or purpose of Size (approximate staff Title (working customer is Title (working or Notes activities in this program ) program (key words) important to and $ -- rough estimate) or Notes activities in this program ) program (key words) important to and $ -- rough estimate) title) differentiate at title) differentiate at this point) this point) To educate the STEAM - Science, Includes E-Rate services that community in all forms All ages and Technology, Engineering, All staff? $ for entire Library programs for children, Administration of library (Finance, provide basic functions of STEAM Literacy of literacy for school, backgrounds in Arts, and Mathematics. We collection or selected encourage Discovery, teens, and adults. ELT, Facilities) Public Services providing service - phone Staff: 135 career, and/or personal Durham. are interpreting reading categories? Library Services connect the Community (Circulation, Reference, local lines, and wireless service $7,023,719 enrichment. literacy as part of the Arts. and lead in Literacy programing) bills. Used # of positions and Homebound, low not FTEs Hispanic Outreach; OASIS; Making our services income, non- What if the money for some Bookmobile; retirement homes, available to those who Community English speakers, of these services are Includes $ for Bookmobile, HUD housing, school and daycare can't come into the Homebound, low Engagement in prison, in replicated in other Making our services Includes Marketing, visits; Durham Literacy Center library, or are unaware income, non- schools, daycares, programs? Community Hispanic Outreach; OASIS; available to those who Bookmobile, YS, and OASIS programming, of the library. English speakers, Staff:15 etc. Outreach and Bookmobile; Marketing, Family can't come into the salaries. Other public service in prison, in $983,866 Maintaining a physical and virtual Would this include online Engagement Literacy library, or are unaware staff who do outrach schools, daycares, Collection collection to support our classroom subscription of the library. programming are under etc. programs. services? Library Services Current technology, skilled staff, Technology The library offers and proper space to use it. Selection and purchasing; access; Includes the cost of staff resources and materials collection maintenance and necessary to select acquire The Durham Staff: 13 Collection in multiple formats that Maintain archival collection, and evaluation; digital collections; process and deselect as well $2,397,070 Preserving the history community, and Do we count just county support the library's specialized staff to administer it. special collections as NC Room. NCC Collection of Durham and making anyone who money or all money used to mission. Digitization and marketing of the it accessible to all happens to be support the collection? collection. interested in it. Provide equitable Salaries of dedicated IT staff Access to technology hardware for access to existing and who provide training are Management of county the public; online access for the Technology emerging technologies, included here. Salaries of Staff:4 Budgeting, administrators and resources to provide public; emerging technologies; Access and the necessary, public services staff who $436,347 Administration managers directing staff, activities, library programs and to technology training; technology skilled staff to operate, provide training are included and resources support the strategic support maintain and train. in Library Services. plan.
Defining the Activities in Each Program Durham County Durham County Program Name Program Purpose Program Outcome Measure(s) Program Name Program Purpose Program Outcome Measure(s) % of community satisfaction with Library Services encourage Discovery, connect the Community and lead in Literacy the library, % of community visiting % of community satisfaction with the library, % Library Services encourage Discovery, connect the Community and lead in Literacy of community visiting the library the library Activity (what we do) Output Efficiency Intermediate Outcomes Activity (what we do) Output Efficiency Intermediate Outcomes (Workload or product) (Unit Cost or Productivity) (Service Quality) (Workload or product) (Unit Cost or Productivity) (Service Quality) Overall ROI for each county $ Cost to use library alternatives Comparison of costs to peers # of FTE's managed Library cost per capita Overall ROI for each county $ spent spent Staffing per capita % overall customer satisfaction Cost of lost use % overall customer satisfaction Administration of Library Direct local expenditure % of exiting staff who report satisfacction with library employment Administration of Library Staff compensation Halo spending estimate Staff satisfaction w/work orders % FTE staff turnover Average time to complete work # of work orders Staff exit interviews order # of Physical Items Circulated # Items per circulation staff transaction % of circulated items that are self-checked # of job applicants Applicants v. Hires % of staff turnover # of Active Borrowers # Items per self-check transaction # of Items circulated per Borrower # of Physical Items Circulated # Items per circ staff % self check v. circ. Desk Public Services - Circulation # of Virtual Items Circulated % Population who are Active Cardholders # of Active Borrowers # Items per self-check # of Circulations per Borrower % Population who are Active # of Total Items Circulated Public Services - Circulation # of Virtual Items Circulated Cardholders # Reserves # of Total Items Circulated % of customers who are satisfied or very # Reserves # of total questions answered # of questions answered/reference staff satisfied with questions answered # of questions answered/reference % of patrons satisfied or very Public Services - Reference # of total questions answered # of technology questions staff satisfied with questions answered Public Services - Reference # of technology questions # of job related questions # of job related questions % of attendees who are satisfied or very # of programs at locations # of attendees per program % of attendees who are satisfied satisfied with programs # of programs at locations # of attendees per program with programs Public Services - Local Public Services - Local Programming # of attendees Programming # of attendees
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